Implementing IBM Cognos TM1 for Annual Budgeting at Northwestern Univer .Implementing IBM Cognos

  • View
    215

  • Download
    0

Embed Size (px)

Text of Implementing IBM Cognos TM1 for Annual Budgeting at Northwestern Univer .Implementing IBM Cognos

  • Implementing IBM Cognos TM1 for Annual Budgeting at Northwestern University

    Lauren Pahnke, Northwestern University Jim Bullis, eCapital Advisors

    2013 IBM Corporation

  • Presenters Lauren Pahnke Northwestern University

    o Sr. Business Systems Analyst

    Project lead for IBM Cognos TM1 implementations since 2011

    Supporting financial information systems in higher education since 2006

    Jim Bullis eCapital Advisors o Sr. Management Consultant

    Consultant for Northwesterns IBM Cognos TM1 implementations since 2011

    IBM Cognos TM1 consultant since March 2010

  • Agenda Introduction

    Implementation Overview

    Previous Annual Budgeting Process

    Annual budgeting with IBM Cognos TM1

    Requirements

    Demo

  • Northwestern University 4 year private University founded in 1851

    12 schools and colleges on 3 campuses

    16,475 Full time students

    8,800+ Full time faculty and staff

    $1.6+ billion budget

    $7 billion endowment

    Fiscal Year - September to August

  • eCapital Advisors IBM premier business partner founded in 2001 with over 200

    performance management customers

    17th Fastest Growing Company in Minneapolis-St. Paul for 2013

    eCapital Advisors employees: o Dedicated to best in class business analytics that help clients

    make better business decisions

    o Proven record and high customer satisfaction

    o Highly experienced project team

    o Experienced data warehousing experts

    o Over 100 Cognos technical certifications

  • eCapital Advisors Higher Education

    Northwestern University Boston College Fordham University University of Alabama Art Institute of Chicago Washington University Iowa State St. Louis University

    Northeastern University Massachusetts Institute

    to Technology Northwestern Medical University of St. Thomas Millersville University Yukon Health System

  • Session Summary Northwestern replaced an Excel-based process and created a

    pilot budgeting application for their medical school. Next they implemented a University-wide budgeting solution, meeting several challenging, but common requirements in higher education.

    The solutions that were implemented resulted in an accessible, secure application, as well as reduced time to prepare and distribute budget preparation files, as well as to consolidate area-submitted budgets.

  • Northwestern and IBM Cognos TM1 Version 9.5.2, installed FP3 in June

    Using Cognos TM1 Contributor and Web

    ~300 users

  • Timeline

  • Previous Annual Budgeting Process Excel-based

    Decentralized process

    Breaking the model

    Labor intensive

  • Annual Budgeting with IBM Cognos TM1 Web-based

    Supports workflow

    Enables security

    Cant break the model

    Automations

    Reporting in Cognos TM1 Web

  • Annual Budgeting with IBM Cognos TM1

  • Requirements Decentralized Units

    Grants

    Automatically Generating Balanced Budgets

    Salary Budgeting

    Commitments

    Central Appropriations

  • Requirements Decentralized Units Grants

    Automatically Generating Balanced Budgets

    Salary Budgeting

    Commitments

    Central Appropriations

  • Decentralized Units Requirements:

    o School differences

    o Administrative units vs. schools

    o Approval hierarchy

    Solution: o Prep File Admin cube

    o Budget Grouping hierarchy

  • Decentralized Units Solution

    NUFinancials Department IDs: 5300000 5300100 5300200

  • Requirements Decentralized Units

    Grants Automatically Generating Balanced Budgets

    Salary Budgeting

    Commitments

    Central Appropriations

  • Grants Requirements:

    o Estimating fiscal year expenses for F&A calculations

    o Estimating for grant proposals

    o Salary budgeting using grant chart strings

    Solution: o Grant cube

    o Add Grant Proposal web form

    o Linked Grant data in main Budget Input cube

  • Grants Solution

  • Requirements Decentralized Units

    Grants

    Automatically Generating Balanced Budgets Salary Budgeting

    Commitments

    Central Appropriations

  • Automatically Generating Balanced Budgets Requirements:

    o Account-level budgeting

    o Generally chart strings should have a balanced budget

    o Users need to indicate:

    Planned spending (or buildup) of fund balances

    Spending authority from unrestricted funds

    Solution: o Allocation Input cube

    o Automatic balancing accounts in hierarchy

    o Unique data flow

  • Automatically Balancing Solution Account Hierarchy

  • Automatically Balancing Solution

    Cube Data Flow

    Budget Input: User enters

    unbalanced budget

    Allocation Input: Spending authority

    allocation

  • Automatically Balancing Solution

    Cube Data Flow

    Budget Input: User enters

    unbalanced budget

    Allocation Input: Spending authority

    allocation

    Carry Forward Map: Calculates net chart

    string budget

  • Automatically Balancing Solution

    Cube Data Flow

    Budget Input: User enters

    unbalanced budget

    Allocation Input: Spending authority

    allocation

    Carry Forward Map: Calculates net chart

    string budget

    Carry Forward: Calculates budgeted

    use/buildup of reserves

  • Automatically Balancing Solution

    Cube Data Flow

    Budget Input: User enters

    unbalanced budget

    Allocation Input: Spending authority

    allocation

    Carry Forward Map: Calculates net chart

    string budget

    Carry Forward: Calculates budgeted

    use/buildup of reserves

    Budget Input: User views

    use/buildup of reserves

  • Requirements Decentralized Units

    Grants

    Automatically Generating Balanced Budgets

    Salary Budgeting Commitments

    Central Appropriations

  • Salary Budgeting Requirements:

    o Import data by employee and funding source

    o Secure data by department, project, and account type, and sometimes by employee

    o Budgeting requires changing chart field components

    o Budgeting for new employees

    o Handling salary breakage

    o Non-employee level budgeting for some accounts

  • Salary Budgeting Solution:

    o Compensation Input cube

    o Security dimension

    o Comp Budget by Chart String cube

    o Add Salary Placeholder web form

    o Complex mapping cubes

    o Linked Salary data in Budget Input cube

  • Salary Budgeting Solution

  • Salary Budgeting Solution Compensation Input cube

    Department + Project + Account Type

  • Salary Budgeting Solution User Specific Consolidations

  • Requirements Decentralized Units

    Grants

    Automatically Generating Balanced Budgets

    Salary Budgeting

    Commitments Central Appropriations

  • Commitments Requirements:

    o Area-defined commitments for funding from the Deans Office

    o Usage approval process

    o Budgeting on approved commitments

    Solution: o Commitment cube

    o Approve Commitments web form

    o Commitment Transactions cube for chart string budgeting

    o Linked Commitment data in Budget Input cube

  • Commitments Solution

    Commitment Approval

  • Requirements Decentralized Units

    Grants

    Automatically Generating Balanced Budgets

    Salary Budgeting

    Commitments

    Central Appropriations

  • Central Appropriations Requirements:

    o Central appropriations determine budget targets

    o Appropriations arent explicit in the financial system

    o Appropriations may change during budgeting

    Solution: o Allocation cubes in Cognos TM1 Web

    o Data flows to Carry Forward cube in Cognos TM1 Contributor

  • Central Appropriations Solution

  • Demo

  • Questions?

  • Summary We successfully implemented solutions for several common

    budgeting requirements in higher education, including: Decentralized Units, Grants, Automatically Generating Balanced Budgets, Salary Budgeting, Commitments, and Central Appropriations.

    The solutions that were implemented resulted in an accessible, secure application, as well as reduced time to prepare and distribute budget preparation files, as well as to consolidate area-submitted budgets.

    Our Contact Information o Lauren Pahnke, l-pahnke@northwestern.edu

    o Jim Bullis, jbullis@ecapitaladvisors.com

  • Thank You Your feedback is important!

    Access the Conference Agenda Builder to complete your session surveys

    o Any web or mobile browser at http://iod13surveys.com/surveys.html

    o Any Agenda Builder kiosk onsite